Photography and Video Policy Statement

SMASH YOUTH PROJECT: Photography and Video Policy Statement last checked 28 May 24


SMASH Youth Project (SMASH) works with children and young people (CYP and families as part of its activities. The purpose of this policy statement is to:

This policy statement applies to all staff, volunteers and other adults associated with SMASH. It has been based on NSPCC guidance[1] and legislation/policy/guidance that seeks to protect CYP in England.

SMASH believes that:

SMASH Recognises:

SMASH will seek to keep CYP safe by:

SMASH will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.

Photography and/or Filming for Personal Use

When CYP themselves, parents/carers or spectators are taking photographs or filming at our activities or events and the images are for personal use, we will publish guidance about image sharing in the event programmes and/or announce details of our photography policy before the start of the event.  This includes:

Photography and/or Filming for SMASH’s Use

We recognise that SMASH Mentors may use photography and filming during activities/events.  However, this should only be done with SMASH’s permission and using our equipment. 

CYP, parents and carers must also be made aware that photography and filming is part of the programme and give written consent. If we hire a Photographer, we will seek to keep CYP safe by:

Photography and/or Filming for Wider Use

If people such as local journalists, professional photographers (not hired by SMASH) or students wish to record one of our events and share the images professionally or in the wider world, they should seek permission in advance. They should provide:

SMASH will verify these details and decide whether to grant permission for photographs/films to be taken. We will seek consent from the CYP who are the intended subjects of the images and their parents/carers and inform the photographer of anyone who does not give consent.

At the event we will inform CYP, parents/carers that an external photographer is present and ensure the photographer is easily identifiable, for example by issuing them with a coloured identification badge.

If SMASH is concerned that someone unknown to us is using their sessions for photography or filming purposes, we will ask them to leave and (depending on the nature of the concerns) follow our CYP safeguarding procedures.

If Consent to Take Photographs/Video is not Given

If CYP, parents/carers do not consent to photographs/video taken, we will respect their wishes. We will agree in advance how they would like to be identified so the photographer knows not to take pictures of them and ensure this is done in a way that does not single out the CYP or make them feel isolated. SMASH will never exclude a CYP from an activity because we do not have consent to take their photograph.

Storing Images

SMASH will store photographs and videos of CYP securely in accordance with our safeguarding policy and data protection law. Any hard copies of images will be in a secured drawer and electronic images in a protected folder with restricted access. Images will be stored for a period of 12 months and then deleted/shredded. 

We will never store images of children on unencrypted portable equipment such as laptops, memory sticks and mobile phones.

SMASH does not permit staff and volunteers to using any personal equipment to take photos and recordings of children. Only cameras or devices belonging to SMASH should be used. 

Related Policies and Procedures

This policy statement should be read alongside our organisational policies and procedures, including:

If you have any questions about safeguarding then speak to Rowan Kikke (Safeguarding Officer).